School Board Meeting 8/7/2025

001Alawite County School Board's in session. Madam clerk, >> Mrs. Perkins, Mr. Mr. Worster, Mr. Collic >> here, >> Mr. Cunningham >> here, >> and Mr. Marsh >> here. >> Mr. Chair, I move to approve the agenda for the closed session as presented. >> Second. >> Any discussion? Hearing none, Madam Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >> Yes. >> And Mr. Marsh? Yes, >> Mr. Chair, I move to approve the agenda for the open session as presented. >> Second. >> Any discussion? >> Hearing none. Madam clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >> Yes. >> And Mr. Marsh? >> Yes. >> Mr. Chair, I move that the committee go into close session. Thank you. I move to go into close session to review the personnel report and addendum posted on board

002docs on the personnel tab number 16.1 as authorized by Virginia code 2.23711A1 23711 A1 for the purpose of discussion and consideration of prospective candidates of Isa White public schools for employment, contract changes, transfers, salary adjustments, supplemental contracts, deletions, supplemental pay, resignations of Iowa White County Public Schools employees, and to discuss the matter, a matter involving two exchange students that would involve disclosure of information contained in a scholastic record concerning students as authorized by Virginia Code 2.2-3711A2 and to discuss and consider one >> sorry five I'm so sorry >> five early admission for a student as authorized by Virginia code 2.2-3711 2-3711 A2 involving the disclosure of information concerning identifiable students of Alawite County Schools. >> Second. That was a mouthful. >> Any discussion? >> Madame Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >>

003Yes. >> And Mr. Marsh? >> Yes. Madame Clerk, do we have anyone signed up to speak in closing? >> No, sir. >> Okay. Um, gentlemen, I think we're good to go. >> Going to close session. >> Yep. So two there. That's actually you and you. Thanks. >> Look at those pin. It was really hot. >> I just wanted to figure out how I get to see you. and I'll have to >> I don't know dates are just the dates. >> Usually it's the second Thursday of every month. This month is different. >> Just put it on my calendar. >> I'm like I really want >> it just doesn't make sense. I forgot about that. Normally you wouldn't have it on the evening. >> Yeah, but you wouldn't have it on just in the evening. >>

004Oh no. >> Yeah. Now see this is not this is not a board meeting day. Oh, okay. >> It changes. It's only the second. >> Okay. >> Thursday. >> No. No. She going to put me on the next see me on the next Uh, yes, I can hear you. Can you hear me? You all hear me? Want to make sure we're all good. Uh, can you guys hear me Yes. Um, you guys can hear me now, right? Can you Yeah. Can you guys Can you hear me now? Now we got to go help people customize and save hundreds with Liberty Mutual. Lea, where's the golf cart? There it is. Only pay for what you need. So, can you guys hear me now? Okay. Yeah. I um yeah I checked on my end through Zoom. Um

005I did a you guys can you guys can hear me. Um I I did check through Zoom. Um did the speaker did a um microphone check on my side and Zoom is detecting um speaker for me. Miss you guys can hear me. Um it's coming through to you. I've been getting on your side. So, um yeah. So, just uh if you need me to say anything else, um Okay. Okay. It's good. Hollowac County School Boards in session. Mr. Chair, I move that the closed meeting was conducted in conformity with the provisions of the Virginia Freedom of Information Act as required by section 2.2-3712D of the code of Virginia and certified that only public business matters lawfully exempted from open meeting requirements were discussed and only such public business matters as were identified in the motion

006by which the closed meeting was convened were heard, discussed or considered. Second. >> Any discussion? >> Madame Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >> Yes. >> And Mr. Marsh? >> Yes. Motion passes. Mr. Collic. >> Okay. Would everybody please stand for a moment of silence and a pledge of allegiance? >> I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Please be seated. >> Thank you, sir. Good evening. It's August 7th, 2025. We're in Westside Elementary School for our regular school board meeting. Um, for those that are dialed in, you'll see we're missing two. Mr. Worster was a bit under the weather and Mrs. Perkins has some some personal matters to

007attend to, so it's just three this evening. Um, and on that we'll roll right into it. Madame Clerk, we don't have anyone to speak. >> Okay. No one signed up to speak. Um, Dr. Kramer, do we want to shuffle around a bit for our video presentation? >> I would suggest that, Mr. Chair. Yes. >> Okay, sir. So, Cole, we'll we'll hold on on your comments and we're going to we've got someone dialed in right now. So Mrs. uh Jessica Whitlo would you share with us? So it's 14.4. I suggest Mr. Share given that uh we will have that group who is presenting uh since they're presenting virtually. I'd suggest we move that up and have that presentation at this moment. >> That's all right by us, Dr. Kramer. Unless we need to do a motion

008to amend. I think we just >> Okay, sounds good. I think we're good. Right. >> All right. With that, Mr. Robbins, >> Dr. Coleman, >> and Dr. Coleman is going to come up and introduce our uh representatives from Tisha Bice. >> Mr. Chair, Dr. Kramer, I want to introduce two individuals, three individuals from Tisha Bice. will be joining us tonight to give a full analysis of the uh subdivision yields and the future school needs study that Ala White undertook uh maybe two months ago. Um this going to be Mr. Michael Gil Lully and Miss Jess Julie Hurtland's all right and when we start off they're going to start off by going through the PowerPoint and just presenting information to you and their findings. the the findings was completed on July on the 31st of this

009month or last month and now at this time the findings will be presented. We do want to let you know that this is a preliminary draft of the findings and um we will say that throughout the entire presentation. Uh feel free to ask any questions. Stop. We're going to be going through the slides uh a little bit more swifter. Uh we know that the board or the public uh have not had an opportunity to review this yet. So we're just going to do a overview of the presentation and but please ask questions. We will be taking notes and ensuring that we get those answers back to you. All right, Mr. Gilly, take it away. >> Thank you guys very much. Um I'm Michael Guly. I'm one of the analysts here at Tisha Vice um who

010worked on this study. Um Okay. I'm Julie Herurlands, uh, vice president with Tisherbice. Uh, Carson Bice is, uh, is out of town with limited internet access, so I am, um, stepping in, um, but, uh, quite familiar with with the project and have worked in in the county. And I just, just by way of introduction before I turn it back over to Michael um, for uh, to go over the findings, as Dr. Coleman mentioned these are this is a draft report uh and some draft study uh the draft study with preliminary findings. Uh we'll we will present them here to you realizing that this is the first time you're seeing this um and uh as Dr. Coleman mentioned you may have questions there may not be any questions today until you have time to really absorb

011it and to um to provide some feedback. And so we anticipate uh followup uh from this obviously to uh get input to get feedback uh to further uh to further review and and confirm uh the findings in the analysis and then come back with uh with a with a next uh a next iteration and and uh hopefully a a final draft at a subsequent meeting. So uh uh with that I'll turn it over to uh to Michael uh who will present um present the uh the findings. Thank you. >> So um so um so our study had three main objectives. Um the first one was student enrollment projections um and then student calculate student generation rates for um the county and for the school district. And then finally it was to come up with some

012school needs and um locationational and sighting criteria for you know any future schools. So um this is a map of what the current public school student density looks like um in the county. Um and so then as part the first step that we took in the analysis was actually calculating um the student generation rates. So shown here are sort of our raw totals um you know the raw amount of students in different types of housing unit and in different grades um and housing units and then the actual total of housing units in the bottom. Um it's important to note that similar to previous analyses for the county, um this is only students and housing units within in located in subdivisions in Isle of White County. Um and another thing to note, um this analysis doesn't

013split single family homes between attached and detached, um because of the data that we able to obtain from the county. Um so those are just combined into one single family category. >> Excuse me, just >> and here's a map showing the um existing subdivisions in the county um and that are used. Yes. >> I'm sorry to interrupt. Can Can you guys hear him? >> I'm having a hard time keeping up with you, sir. Maybe you could slow down a little bit and then >> Okay, >> if we could Can we make a can we make it full screen so we can see? >> We don't have visual of the I I don't have visual of the You don't either, Michael, right? Of of the room. So, yeah. So, we we are not able to see

014if someone has a question or um is raising their hand or anything. So, it does have to be through audio. So, I'm not sure if there's another way or at least a hand up in the in the >> I'll make sure that you know. >> Okay. Perfect. Thank you. Thank you. >> Okay. Thank you. >> Just want to make sure I know >> at this time u the school board members at this time he asked to can you slow down just a little bit and just go through the slide if you can go back to the previous slide. >> Yeah. >> All right. And just hold. >> So, um yeah. So shown in this figure um we have the top portion is the student counts um that's showing students broken down by grade level um

015in each different housing unit type. Um so for example in single family there's 865 students um in single family housing in K to3 there's 187 fourth graders that live in single family housing um 459 fifth and sixth graders that live in single family housing. 459 middle schoolers um and then 966 high schoolers who live in um single family housing. that comes up to a total of 2,936 students. Um then we continue that through with other different with the other housing unit types um to get a total of 3,289 students. Um and then shown at the bottom of that figure is the total number of housing units. Um you know broken down by our three different um housing unit types, single family, multif family, and boom. Um and we had a total of 10,897 housing units

016um in our analysis. And um the student figures were provided by the school district. Um and then the um housing units, those numbers were derived via um address points data from Alawway County GIS. >> All right. Could you please stop after every single slide just so the school board members can ask questions? Uh Mr. Marsh, the chair, has a question at this time. >> I I guess first, thank you, sir, for rattling this off. And again, this is certainly the first time we're seeing this. >> Just to be clear, the numbers you have up there, is that Isisle of White or does that include the town of Smithfield and Windsor? >> Uh, that is the entire that is all of Isisle of White County. >> So according to that slide, there should be a total

017student population of 30 roughly 3,3,300 students. Is that right? Um so this is just for subdivisions. This is just an analysis of students and housing units currently in subdivisions in Iowa. >> So that is why it is lower than um you know the overall enrollment. >> Okay, that makes >> that makes more sense. Thank you sir. >> Yeah. No, that's good. >> And then um moving on then this is the map of those subdivisions um that are included in this um analysis. Um they're in highlighted in green. And so then we use those raw student um totals and the housing unit totals to come up with student generation rates um by each housing unit type. Um so the bottom shows the total based on um the housing unit type and on the right is um

018by grade. And so a single family home um generates 310 students um per housing unit. multif family unit generates.191 and a mobile home generates 392 for overall student generation rate um of 302. Again this is only in subdivisions um based on you know based on um students in subdivisions and housing units in subdivisions. So the next part of our analysis was to do the student projections. And so what we're doing is a cohort survivability um projection. And so the first um step in that is to actually calculate um current population in different age cohorts um and then project that forward. So um population for each age cohort is taken from census data primarily um the American Community Survey ACS. Um and the annual population growth rate is from the Weldon Cooper Center. Um the recent

019um projections that they just put out um I believe in July. Um and so we hold so our analysis holds that these you know age cohorts the the the um the proportions of them are going to remain constant um as we go through the study study um time frame. >> So and then we turn those age cohorts into students. Um >> could you give me one minute? One minute Mr. Marsh bear with me sir because I don't know what I don't know. define an age cohort. That's where I'm at. >> Yeah. So, an age cohort is um it's a grouping of um you know, you can see in the the in the left side of the figure um at the top of this slide um you know it's it's a it's a it's a grouping

020of of um people by age. So for so in 20.4 before um there are according to ACS according to the ACS data there are 4,177 people who are aged 3 to 11 living in Isle of White County um and then the next cohort is 12 to 14 and there are um 1500 approximately 1500 um people living people that age and then 15 to 17 is 1,600 reducing to a subtotal of 7,397 um you know roughly school age public school age um residents in the county Um and then there's a total population in the county of 41,048 >> according to ACS. >> So for 2024 actual the total student but the total age cohort from age 3 to 17 >> is 7,397. >> Yes. >> And if Alawite County schools today has roughly 5,400 kids, the

021difference between those two numbers are the kids that live in Alawite but are not enrolled in public schools. Yes. Yeah, that's one way. Um, yeah, that that would be one factor. Also, you know, again, since the core does start at three, you get a little bit of um, you know, students who actually are, you know, aren't in the school system yet, who aren't actually of school age. Um, but yes, yes, primarily the difference is going to be um, between that and also these are ACS numbers, so they aren't, you know, they aren't an exact count. Um, you know, the ACS, you know, is an approximation based on census data. So that it's not it's not going to equal um you know the exact student counts that you guys had for 2024. >> Thank you. >>

022So these population projections are then actually converted into students using um the actual and are using the actual enrollment numbers for 2024. Um so you know using um current ratios and um and we hold those ratios current you those ratios constant throughout the um study period. Um we we project um students for each different um school level in the county. Um and this projection result this results in a um total increase in 426 students in the next 10 years. So in other words, at a 75% average growth rate, we're adding roughly 50 >> 50 age cohorts between three and 17 years every year. Rough math here. >> Yeah, roughly I believe if I if I'm understanding you correctly, then yes. >> Yeah. I'm just curious on how we reach that. Um are are you looking

023at the new uh housing developments that have been approved or being built or you know just you know natural growth h exactly how are you coming up with with the increase each year? >> Yeah. So we are using so so we're using the Welden Cooper Center projections which are you know they take a look at the overall market um in Isle of White County. Um you know we don't model specific projects um that's not how we chose to do this analysis. Um but those those are captured in you know in our growth projections. We are capturing um you know the those currently approved um and and under construction developments. Right. >> Thank you. So, um, forget to move on. Um, so this is just a map of the current elementary school districts, um, and the

024current middle and high school districts. And our analysis holds that these are going to remain the same throughout our 10-year um, projection. Um and then we use these districts to um actually do a projection for each school um in the district. Um again using some of these you know you know we're using um ratios and based on those current attendance areas. Um and so you can see you know the 426 student um increase um matches up with the last one. And then this is just exactly how it gets broken down into each different school. So and then the next part of our analysis um you know we kind of get into that future needs part now that we've moved past you know actually projecting students is showing you know comparing current capacities um with you

025know the projected growth. So um the yellow the cells that are shaded in yellow are any school exceeding 75% of its total capacity. Um any cell shaded in orange is a school um exceeding 85% of its total capacity and then any school in red um is exceeding 90% total capacity. And those you know thresholds are in line with the current school district policy about um you know when school capacity is reached um you know the steps that have to be taken to to mitigate that. >> So hold on Dr. Coleman, do the capacities that are listed at the bottom of this chart, do they mirror our regulation FBR? >> Uh, let me check with uh Miss Briggs because I know we moved the percentage around for the policy implementation and 75. Miss Briggs, Miss Briggs,

026>> no problem. um at the bottom of the chart 75 85 and 90 percentile is um are those standing still I know we changing around for the policy implementation >> 85 >> yes uh so sir the yellow shading area should be indicating 80% and not uh 75% but that was a change that we implemented with the policy >> okay >> so that's something that will be given to tisha So they can actually uh redo their calculations based off of 80% of the total capacity instead of 75%. >> Do the other thresholds change as well or is it 80 85 and 90? >> At this time it's 80 85 and 90. >> Okay, great. Perfect. Thank you. >> And my question for for you folks is is how are you defining the capacity of each building?

027So that's um you know those capacity numbers are provided by the school district. Um you know it's whatever um currently you know whatever the current school capacity figures um for for the school district. I know we were in discussion about there might be an update to those. You guys might be switching changing some of those. So that's another edit we can make um you know if if those do change for 2024 but they just change for this upcoming school year this 2025 um 2026 school year. So, we don't know what the how we defined capacity or were these just raw numbers provided? >> If I could add some context, each year we need to update our program capacity numbers. For example, we've at three of our elementary schools, we have an additional sped classroom. That

028classroom can only hold eight students. Last year, it might have been a first grade room that was able to accommodate 24. So, we will go in and calculate program capacity annually based on any changes in programming that's occurred. And we don't have the numbers for this coming school year yet until we finalize enrollment and the number of classrooms we're going to have. So, we recommended that they just continue right now with what we had in place um September 30th of 2024. >> Got it. Understood. So that's the formula using >> which >> Yeah. And that formula is going to adjust once we >> Yeah. So um and so then this goes into our next um you know the final part of this analysis which is the actual site selection criteria. Um so we analyze current

029levels of service that that is being offered. um you know this was a combination of those um capacity figures and um you current size and acreage of the school site which was um we got from um county assessment information. Um and so using these and some um you know recent school construction across the state of Virginia um we sort of developed what um we developed some guidance on what future new school construction might look like for um for the county. And so what that means is that a new elementary school would be in the range of 600 to 800 students um with the size of 75,000 to 100,000 square feet um on a 25 to 30 acre campus. For a middle school, it would be anywhere from 700 to,000 student capacity with 100,000 to 140,000

030square feet um of floor area on a 30 to 45 acre campus. And then for a high school it would be a 1,00 to,500 student capacity um on 150,000 to 225,000 square feet of area on a 40 to 60 acre campus. Now again these are just guidelines um you know ultimately with um you know the planning process you guys have set up um you know any um you know future schools you know would be planned out um you know and would fit the needs of the community at that time. Um yeah, so that's it for our you know for this um presentation of our draft findings. So if you guys have any additional questions u be happy to answer them. >> I'm going to Can we go to slide 15? >> Yeah. >> So we

031know that today Smithfield High School students are occupying 20 classrooms that technically belong to Smithfield Middle School. >> Is that captured in this table? Um, no. I would say that that isn't currently captured. >> No, it is not. >> It is not captured at this time. >> Okay. So, that >> was Yeah, correct. >> I think that's something that needs to be captured. >> Yes, sir. Um and and I can't cite them all, but I know we've got various schools across the division where space in that school is being occupied or utilized by some purpose other than instruction. Are those spaces captured in this table? And >> uh yes yes yes because we you know what this looks at is you know we we consider >> um you know those as as important functions to

032a school outside of just you know you know instruction that that kind of goes into the overall planning process when you have to build a school is you know some of those other areas. So we include everything. This is not just you know this is not just classroom square footage. This is you know hallways, gyms, cafeterias etc. So for example, if I have uh my IT department is occupying a classroom in a school, is that captured? >> Uh yes, it would be in in the square footage. Yes. Um in the capacity, I believe not the actual capacity figures. Um because the capacity is only, you know, based on actual student stations. >> Understood. So that the root for my question is one of the things we're trying to figure out here is what the no

033kidding program capacity of each school is. So I mean I guess that's really that's that's the root of this entire effort. We've been working with the county for some time now to kind of nail down what the actual capacity or how our buildings are utilized so that they can use this data to complement their efforts on the total population with respect to developments that are forthcoming. So I I think stuff like that really needs to be captured in here. And I don't know if I'm making sense. It makes sense in my mind. Yes sir. Um that that's going to fall on the next steps also. The next steps is give the school board a opportunity to digest the information in front of you. Also give us a chance uh the staff a chance to really

034go through the details because uh a lot of the staff uh Miss Briggs and I received this today. So it gives us a chance to actually go through it and come up uh review the presentation, come up with all the ideas, consolidate things of the nature of what you're stating right here, make sure that we document that and send it back off to Tisha Bice to have them to start really digging into the details more and applying some of those aspects that we um that we bring up and put it into the actual report. So that's what we're the next steps are. >> Thanks, Dr. Coleman. And so I I haven't seen what Tisler Bice put together for is White. Um but I am curious as to whether or not or how we're capturing projections

035from future housings. So whether or not the board of supervisors and the planning commissions approve or disapprove various housing projects that are on the table, a lot of it's going to be weighted on this. Um I would imagine or at least some of the discussions and and negotiations that go forward, >> right? Yeah. So we appreciate that that question and we've had lots of discussion here about that and uh so so just know that the those new housing units are baked into these projections. They are captured in these projections. So there is we have a list of the pipeline developments um looking at what is what what projects are active uh how many are being built you know absorbed being built per year um and ensuring that that that amount of growth and development is

036reflected in the in the projections of which it is it's it's the the Welding Cooper Center their growth rate uh cap you reflects that amount of growth. Um and to the and and we have been very diligent about um talk looking through the the pipel approved the pipeline projects the approved the distinguishing between active and inactive and then really understanding what's being built uh year-over-year. Um we also um you know as you well know we're our firm is working on the county side to do uh some growth uh modeling as well of which um some of that will come out um in in in within the month as well. Um but really the baseline trend um projection is just under you know it is under 1%. uh those that growth effort uh is looking at

037some some alternatives to sort of test a total hypothetical um projection but the actual growth rate and what's being built and being uh realized in the county is under under 1% and and the projections reflect that as well as what we're seeing in terms of the market and the absor and the building of those units year-over-year. So, we did, you know, I appreciate that question and we've had again lots of discussion internally here about that and um just know that we are cognizant and that those fig those are those units are captured within these projections. >> I appreciate that explanation. Um I guess a couple questions. So, with the understanding that this is all going to get adjusted and we still have to digest it, that's that's all fine. Uh, for Dr. Coleman and Dr.

038Dr. Kramer here, is this going to be sufficient for you and the staff to look at and say based off these projections at this year and a future year and so on and so forth, we're going to have to look at reszoning. Does this give you enough information to make those decisions? I mean, at the end of the day, we're paying for a tool to help us plan in advance, right? So, is this going to scratch that itch? >> I'm not sure to be totally candid with you. I I do have some questions that I'd like to share with staff actually. I think Dr. Coleman alluded to this. I think we need to have some discussion with representatives from Tisha Bice before certainly before this is final. I think to answer some of our questions

039prior to um the final um document and before this is presented again to our board. So I I'm looking at this as a very iterative process. So I'm going to look at uh the representatives here and I think we need to schedule with our staff some time with officials from Tisha Bice uh to ask more questions. I have more questions than I think are probably appropriate for this setting. Uh so I would to answer your question, Mr. Chair, I would say at this stage, no. Uh but I don't fault anyone. I just think we need to spend some time having conversation with Tisha Bice outside of this setting. >> I appreciate that. And I I think our guidance was pretty vague from the onset. We set some boundaries, but they weren't very specific. So, um,

040and then I guess my next question for you folks, and and I I there's no specific skill set to sitting on one of these boards. So, your average board member, your average layman has to look at this data and they have to go off, they have to make a decision as to whether or not they're going to push back or make decisions on uh building schools or or approving housing complexes and how it's going to affect the county as a whole. I I you said that the the calculations for specific projects that were on the on the docket, so to speak, were baked in there. Uh I if I was the betting guy, I'd say the folks at the county would want to see some of the details about exactly what's baked in there. That's

041probably project specific, if that makes sense. And I'm not trying to speak on behalf of the county by any shape or form, but I myself am curious to see if if someone's proposing a, you know, 200 200 single family home project, what exactly is that bringing for student projections? And I don't expect an answer right now. I'm just kind of thinking out loud really. Do you guys ever >> And if I may again, not having the the the the ability to v to see what's happening. Um I don't want to speak out of turn. Uh but um we uh in terms of those types of um questions, analyses on specifically about new housing development. uh we have we have that capability to do that to do those kinds of projections and estimates based on um

042again the work we've done um currently with this this work and and other uh other other efforts with the county um but can do those projections and in fact when we're talking about this pipeline development we have done a separate sensitivity analysis if you will or sort of off model or a separate separate uh uh uh related analysis of those pipeline projects to to ensure to get at that. So that is something that we can continue to discuss and work through um have those conversations. Um I'm I'm I'm confident that um in terms of questions about either reorganization or shifting of grades or or use either use of existing space or um the need for expansion that where what we have done and what we've pro what we have provided in the report as well

043as what we're modeling here can assist with those with answering those questions. But but as as um was mentioned and as uh superintendent mentioned that you know we are we're uh uh you know ready you know we're we're at the ready uh to have those follow-up conversations at the staff level and kind of continue to work this through and then come back with a final uh that that um ideally answered the questions that you all have you have answered with this effort. Thank you for that. Uh, Miss Hurlins, I would ask that we find time to schedule um an opportunity, our staff, with representatives from Tishla Bice to have some further discussions as we work through this process. So, I will ask you, Dr. Dr. Coleman, if you would be uh our conduit and point

044of contact with Tish Labise to schedule an opportunity for us to have some ongoing conversations. >> Yes, sir. >> Absolutely. Y >> no, I'm good. >> As do I. Yeah. So, we the three of us that are up here and we're missing two tonight. We've all got lots of questions and we'll put those together and work with Dr. Kramer and staff. I I do want to to be remissed if I didn't say that we met with Mr. I I can't say your name, sir. Gil >> Gil Gilugie >> Michael. >> Call me Jason. Michael, we met with you. I believe it was you on June 17th, right? Via video call >> and uh Mrs. Supervisor Roundtree was there and it was the understanding that this would be a done deal by June July 31st. Obviously

045that's not the case. Um I've had numerous ongoing conversations with Supervisor Roundry and Supervisor Dfano from the county. Um she said feel free to say her name out loud. Supervisor Roundtree wanted me to make it abundantly clear that it is her expectation that come August 21st, the Tishler Vice reports are briefed to the board of supervisor, not just the county one, but the Alawite County school board report as well. So, I think that puts us in kind of a time crunch, but that's that's certainly the expectation. Um, and I certainly hope we can meet that over Right. Well, we're we're happy to work in partnership with with all of the partner parties involved. Um, you know, we view this as a partnership and uh, you know, we have um, you know, we have a process

046and data needs that we're required to, you know, that we would we need to make sure that we're comfortable with and that are defensible. Uh, and so, you know, we would rather be right than rushed. Uh and so um you know we appreciate the continued uh again the partnership and the involvement of staff and we'll look to uh have those meetings you know hopefully uh prior in enough time to be able to vet the the final product before the 21st. Um but again we we you know we've you know we've been around a long time. been doing this a long time and uh we look to um you know to pro produce and present uh the best product that we can uh and so uh that again requires involvement from with the client uh internally

047what we've done here and you know and working again in partnership with with the various actors uh various participants in the in these projects. So, so I appreciate the the interest uh and so hopefully we can we can get there. >> Thank you, ma'am. And and up until this point tonight, have you had any hurdles or obstacles with getting the information or the data or the coordination you need from either Alawite County Schools or the county level? >> I'm sorry, I didn't hear that at all. Ha have up until tonight, have you had any hurdles or obstacles that have slowed you in this process either from the school side or the county side? >> Oh, well, I think there's just been uh you know, receiving of information uh in the specific information um in enough

048time for us to complete our process. Um again, there's receiving of information and then there's analysis we need to do on our side. Uh so um you know again we need to make sure that that we're you know crossing crossing the tees, dotting the eyes, etc. Uh so just receiving the information doesn't necessarily mean that we can you know turn that around uh you know instantly. So, so, uh, anyway, I I I think there's been a partnership and and involvement, and you did, you know, we did produce a final a draft report, uh, that got to the to the schools, uh, prior to this meeting. Um but again we're we're looking you know we still need feedback and input and and uh um review uh to um you know to make sure that you all

049are comfortable with with what's been produ what's what's in this preliminary draft and we're you know we've already heard a few things that we need to take a little bit uh a closer look at um but again it's a and I think someone mentioned it is an iterative process uh and uh you know we will continue to make those changes and do those iterations to get to a to get to come to a conclusion but um again it's it is a it's a it's a process uh and um you know and we're again stand ready to continue to work. >> Thank you ma'am. Any anything more? >> Okay. >> Good. Dr. Coleman, >> that is it, sir. If there's no more questions. >> All right. >> We appreciate you guys taking the time to dial

050in tonight and giving us what you got. >> Yeah, >> we appreciate the opportunity. Yeah, thank you for accommodating the virtual uh presentation as well. Uh we had some definite uh challenges here on our end uh logistics. So, >> all right. Thank you. >> Okay. Thank you, Dr. Coleman. >> Thank you, everyone. Take care. >> So, Mr. Chair, we will move forward with Dr. Coleman to find some time for our staff to uh work with their representatives. And I would ask any questions that you the board might develop, please get those to us so that we can in turn convey those to uh the Tisha vice representatives. >> Yes. Yes, sir. 100%. >> Uh yeah, Dr. Kramer, um I'll be around Monday and Tuesday morning. So all day Monday and Tuesday morning. So I'd just

051like to come up and you know chat with uh yourself, Dr. call him Miss Briggs and try to flesh out what I've got in my head. Um, it's really hard to put in a words right now. Um, but I understand what they did on some of this. Some of this I really don't understand. But I just want to make sure that they get it right because paying a lot of money. They're a professional organization and we want the board of supervisors to understand exactly the same thing that we understand. right, wrong or indifferent. >> Absolutely. >> So, if you can just, you know, let me know uh Monday or Tuesday when when you know a couple of you have some time, we could flesh some of this out. >> Very good. >> Okay. Thank you.

052>> Thanks, Mr. Collic. And Mrs. Whitlock, can we send a soft copy of this to Mr. Wooster and Mrs. Perkins? >> Okay. Thank you, ma'am. >> All right. We ready to move along? Cole, over to you, young man. >> Uh, thank you, Mr. Marsh. Uh, good evening, everyone. Uh, I would like to voice a concern I have uh, concerning the metal detectors at Windsor High School. As we have shifted to this new routine of going through the metal detectors in the morning, I have noticed something that I think should be brought to the board's attention. After a certain time in the morning, the metal detectors are turned off for the rest of the day. Excuse me. I'm sorry. visitors, CTE students, late arrival students, and tardy students do not go through the proper metal detector

053procedure. I feel that we need to re-evaluate the protocol the times that the metal detectors are in use. All visitors and students that come in after these metal detectors are turned off are not gone through the proper safety procedure. And that alone can be a huge threat not just to the students and staff inside Windsor High School, but all schools in Alawite County. I have brought this to the board's attention for the safety of all students and staff inside of the Alawite County. Thank you for listening to my concern. On a lighter note, um the the Winter Duke's football team does have a uh joint practice with the Alawette County uh Academy Chargers. So, we're hoping for the best for them. And thank you all for my time. Thank you. >> Thanks, Cole. >> Mr.

054Chair, may I respond? Absolutely. Go ahead. I'll let you finish and then I'll respond to Cole. >> I was just going to say I'm going to allow Dr. Kramer a chance to respond. >> Yeah. >> Very good. And I'm not going to throw you under the bus, Dr. Coleman, and I will I will respond on behalf of the division. Thank you very much for that, uh, Mr. Munford. I appreciate your very astute analysis. We are in agreement with you. We are well aware of that. we will be presenting to the board okay uh recommendations in terms of how we should be addressing that not just for Windsor but for Smithville High School as well. Uh so it's something we are aware of. There is a staffing uh challenge that we're confronting for both of our

055high schools and will be for our middle schools as well. Um so with your uh very wise and and accurate assessment again we will be um presenting to the board a recommendation to address that for all of our secondary schools. >> Thank you Mr. >> Absolutely. Thank you. >> Thank you doctor Cole. Anything else? >> That's it. That's it. Yes, sir. >> Mr. Kle, Miss Cunningham. >> Good to go. >> All right. appreciate you. All right, that takes us to 131, uh, Dr. Kramer's design. >> Yes, sir, Mr. Chair. So, we do this annually. So, I am going to recommend that the board move to approve Dr. Christopher Coleman, Deputy Superintendent for Operations, and Mrs. Susan gets deputy superintendent for instruction uh to be the superintendent's design uh for the 2025 2026 school year. >>

056I guess one of us has to make the actual motion. >> So I'll motion I'll make the motion to uh approve Dr. Kramer's recommendation for Dr. Coleman and Mrs. Getats as the superintendent's design uh through September 1st of 2026. >> And I second that. >> We have a motion in a second. Any discussion? Uh I will just say that Dr. Coleman and Mrs. Gets both have done amazing stuff since my time on the board. Um Dr. Coleman runs around fancy with his fancy shirt and tie and and he's constantly pulling magic tricks out of his house hat and Mrs. Gets is always feverishly working behind the scenes. So, uh, appreciate everything you guys do and will continue to do. >> Mr. Collic, >> yes. >> Mr. Cunningham, >> yes. >> And Mr. Marsh, >> yes.

057132 Mrs. Gets. >> Good evening, Mr. Chair, board members, Dr. Kramer. Uh you have before you um a memorandum of understanding between Isawe County School Board and Western Tidewater Community Service Board. Um the Western Tidewater Community Services are willing to um enter in a partnership with us um and they will provide um uh folks who will work in our schools, work with our um alternative education students and in our um alted program um on a daily basis. Um they will provide support for students uh for staff um with parent permission of course um and enter into a therapeutic um counseling arrangement with those students um again upon parent uh approval. Uh so the me memorandum just um lays out the what each um party will do and what we agree to. and we're asking for

058your approval tonight so that we can get this signed and ready to go for the first day of school. >> And Mr. Marsh, just to let you know, there was one slight change to the memorandum of understanding. So the new document is is hung on the agenda. >> And Mr. Chair, if I may add, I I'd like to Mrs. Get stated it clearly, but I think it's important to note for the community, it's at the parents uh approval. So, we will certainly not be working with any child in our schools without the parents prior approval. >> Yeah. I'd like to say this is something that Mrs. Tines has advocated for uh quite a while when she was on the board and I've totally supported it. Um so, I think you know putting this together, great

059job. >> Yeah. And I would like to just um commend Christy Bugs. She's did a lot she did a lot of the lead work for this. Um, as she's going to be overseeing the alternative program, she felt it was really important to have this component in her program. >> It's certainly all goodness. Um, as we discussed before the meeting, Mrs. gets this is a this is a step towards taking some of the >> workload off of our school's academic counselors who often get pulled into doing counseling that's not necessarily academic. >> So, if we can help those counselors refocus on what they're supposed to do and shed some of this load off the Western Tidewater Community Service Board, that's that's all goodness. Um we appreciate you getting all this together. >> Yep. Absolutely. >> Well,

060Mr. Chair, I've moved to approve the memorandum of understanding with the Western Tidewater Community Services Board as presented and attached. >> Second. >> Any comments? >> Madame Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >> Yes. >> Mr. Marsh? >> Yes. Motion passes. takes us to 133 the SROU. >> Mr. Chair, school board members, SROU for the August 2025 school year. This is a this is a uh the renewed for this upcoming school year. There are no changes from last year. Um, every year we're required to go through this process of ensuring that theou is signed not only by the school board but also by the sheriff's office also. As you can see, the sheriff has already signed off on his side of the copy and this is a action item waiting for your

061approval. >> Dr. Coleman, I do have some questions. >> All right. like I do every year when we come to this. >> Um so I'm looking looking for a specific paragraph. I don't see it but so I'll just try to do it from memory. >> Um so the SRO's uh along with the principles is supposed to identify different things that are happening trends in each school. >> Yes sir. Is there any mechanism in place for the SRO's between the schools to share so we can identify trends between the within the entire school division? >> At this time what we have is the uh end of the year um crisis uh what's the what's the report at the end of the year that every principal does along with the SRO along with Mr. Brinkley. um I

062forgot what uh forgot the exact name for it, but it's the report for the DCJS. So there is a mechanism in place along with a a unified template that is used. Yes sir. >> But we don't have anything to catch things during the year as things are going on so we can identify and preempt. >> Let me give you let me give you for example. Okay. >> Okay. U in in federal service I used to have to do a weekly activity report. Yes. to identify, you know, anything that was basically unusual, >> right? >> And, you know, people in my profession, we all did the same thing. We were able to identify trends that way, you know, throughout the mission set. And so, just something to put in, you know, your hip pocket, you know,

063talk to the SRO's about that, talk to the principles. That may be something that could help, especially if we see, you know, some type of drug. Yes. you know, coming in coming into the county, you know, that could that could help preempt. So, that's my first question. >> Right. And we have a division crisis team meeting coming up next next week. So, that's going to be a great opportunity to present that information. >> Very good. And then, um, somewhere in here, it also says principles are responsible for uh, reporting certain types of criminal activity, you know, to the SRO. My question is, which types of criminal activity are we not reporting? >> All right. Uh, Miss Gats is going to be able to answer that uh, a little clearer, but um, I don't want to

064mislead anyone, but at the same time, um, Miss Gus, do you want to go into detail? Miss Gus can go in a little bit better detail with that training for the school. So, there are certain offenses in the state code that we are required that we report and that the courts report to us if it's things that happen outside of the school building. Um, so like drug offenses, weapons, um some assaults, um I don't have the exhaustive list, but those are to name a few that we are required to that we would notify and they would notify us in for the same same types of offenses. Yeah, I'm not as concerned about the courts notifying us. I know they do that. Um my concern is if somebody commits a criminal act in school, we should

065report it. >> Oh, that's definitely happening. So like the the principles absolutely will share with there's an open line of communication with the SRO. they are discussing if things are happening if we have knowledge if we suspect something >> of conduct and >> that's what a wording comes into play with you >> that's where a wording comes into play where we say >> yes I can I can I clarify just a little bit so we have certain things in the code of conduct that it actually says we must report to law law enforcement so like a >> a little like shoving match between st two students were not required to report that an assault fault where there's an injury, we are required to report that to law enforcement. >> So my suggestion would be and

066theou said we will report criminal activity to the SRO instead of just certain types. So I I would you know like to see that that part changed because we should reporting all all criminal activity and if it's if there's discretion allowed I think the discretion should be at the discretion of law enforcement officer when it comes to criminal activity. >> Mr. K, you asking that we be more specific that we specify what those offenses are? >> Absolutely. >> In the in theou. >> Okay. >> Yes, sir. Um, next question I had I found later in in in it, so I'm good there. Um, and this is the same issue I had a couple years ago. It said the principal will be present if time doesn't allow for parents to be there and the principal will

067serve in the absence of the parents. >> Yeah. >> Um, I still, you know, every year I tell you this, I don't like that. >> Okay. the principal is an authority figure. And when you you have a child who's being accused of something, he's being questioned by a police officer, he's got another authority figure there, you know, with him, not his parents. That's very intimidating. Okay. I would I would rather see let's let's wait. Okay. I can't see very many crimes that are so time constraint that you can't wait for the parents. Okay. Um I I just I don't think that should be in there at all. >> So I would like to respond to that. >> Um so it is our practice that we always notify parents. So the principles will always call and

068say you know we are investigating law enforcement would like to talk to your childh. I was actually surprised by how many parents actually say proceed without them. In those cases, the principal will sit in as the in loco parents um for the parent while the officer questions the student. So we always always call the parent, request the parent to come in. Parents do decline and in that case we do move forward. Can we put that in theou if the parent declines to come in in that case the teach the principal or administrator would sit would sit in there? >> Now yes I but I I wouldn't want to if there was a situation where time was of the essence and a parent was an hour away which happens often with our community. I would not

069want to hold up a very serious investigation because we were waiting for a parent. Does that make sense? >> It certainly does. And there, like I said, there's there's going to be sometimes that that could happen, but that's that's going to be, you know, an anomaly. That's not going to be the rule, you know, and and I think we can rur it and and such for that. But I I really think the parents should be asking, "Hey, can you sit in for me? I'm not going to be there. you take care of it on your own. I I'd rather see that in there very definitively >> um than the way it's currently worded. And in practice, it probably doesn't make any difference, but you you never know. There could be somebody that just looks at

070it, you know, this is the rag. Okay, I'm I'm sitting in there. You know, we're notice somebody else is notifying the parents while we're questioning the kid. I I just don't don't like that. I want to make sure it's very definitive so that the child's rights are not infringed and at the same time the investigation that needs to go on can go on. >> Okay. That's what I'd like to see. >> Yes, sir. I'm taking a note on that. >> Okay. >> I think we definitely >> Mr. colleague, would you be able to get your questions to me? Because actually, as you're talking, I'm I I don't think it's an anomaly, respectfully. And as a former high school principal, I can think of numerous situations where time is of the essence and parents aren't going

071to be readily available because they work in Norolk or because they work wherever or the child may not have a parent who can respond for a number of reasons. And I won't be too specific and go into detail, but I I'm thinking of several off the top of my head at this very moment where that would be problematic. And the situation is of a serious enough issue that we can't wait because a parent isn't available to physically come in. Um without belaboring the point this evening, perhaps you and I can have an offline. Uh perhaps we can involve uh Dr. Coleman, Mr. Brinkley. I see uh our wonderful uh one of the leaders in the sheriff's office uh Mr. Johnson here as well. I think we would probably need to have a larger conversation. The

072concern though is that we would need to get theou signed fairly quickly. Um I'm not sure how we do that, but I I do have some questions for you. Um I don't think it's as black and white as as we're saying. Again, I can think of a number of situations where a parent may not be available and we need to take uh some action fairly immediately given the nature of the issue with the child. Oh, I would agree there. There would be there would be some um I don't have a problem approving this tonight as it's written, but I would really like to sit down before we do this again next year and really refine this. Um because I think we all have the same intent. >> Sure. Um but you know we all interpret

073things slightly different you know based on words that are used what part of country we're from you know and different experiences we've had. So I think that's important too. >> Absolutely. I I appreciate that. So if we would sign this this evening I think a very important point Dr. Coleman made is that uh there is going to be a crisis team meeting actually Tuesday. Um and I think we can make sure that we >> add this to that agenda. Yes. >> And have that larger conversation. I'm not sure there's an opportunity to get your questions to us in advance so that we can add that discussion to that meeting on Tuesday. So, I I value your input. I you and I probably just have a different perspective on this. You're coming from a law enforcement

074perspective perhaps and I am coming from a perspective of being a former high school principal. Uh, and I think we're seeing this slightly differently. Well, we we've got another 11 months then to really >> we won't wait until 11 months or we'll start this conversation now. But in terms of signing the document, yes, if we could sign this this evening, >> we'll make sure that your concerns are addressed um >> immediately. >> Absolutely. Thank you. >> Thank you. >> So, this is the action item. >> All right. Lots of good discussion. Mr. >> Yes. Yes. One of you gentlemen like to make a motion. >> You I'll do it. >> I Mr. Chair, I'd like to move to approve the SRO memorandum of understanding for 2025 through 2026 as presented >> and second. Any further

075discussion? >> No. >> Madame Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham? >> Yes. >> And Mr. Marsh? >> Yes. Motion passes. >> All right, gentlemen. Carolton HVAC. >> All right, next item will be the Carolton HVAC update. I would like to first introduce Mr. Chris Gossit, who has joined us tonight from RRMM. Mr. Gosset has worked on various projects through RRMM with the division. He knows the division very well and he's taken the lead on the Carolton HVAC. uh we first started this project months ago in the planning phases and now he's really taken an active part for the last month of this project to make sure that we're coming in on time or coming in uh yeah on time and under budget. So Mr. Gossip. >> Yep. Uh good evening Dr. Kramer,

076chair and members of the board. Um my name is Chris Gossit. I'm with RRMM Architects. I'm a principal at the firm. Uh and as Dr. Coleman said, "I have been working on uh a lot of projects with y'all for many years. Um about a year ago, we began working and met in this room uh for approval of the project uh back in like July 2024. We started the designs um for the Carolton HVAC replacement. Um the designs were completed uh on time and the bids came in on December 17th, well under budget, $1.6 6 million below budget actually. Um which which is pretty good. Um so uh with that said, as you know, I am here to uh give you an update on the status of the current construction of the project. Um walking the

077job site as a design team. Uh I'm looking at, you know, the worst case scenarios. I'm always focused on trying to find something that might not be going right. Uh you know, that's our job is to look out for you guys. So, um, me walking on the job site right now, I have some concerns. Now, uh, we have a good contractor out there, though, and I I talk to them almost every single day. Uh, they are aware of our concerns. Um, and we we feel that we can trust their word uh, and and the promises that they've made to to meet this schedule. Um but uh JRC Mechanical has assured us that they will meet the substantial completion date of August 26th. Uh they're working seven days a week uh to meet that deadline. Uh

078some of the crews are working 12-hour days or or more. Um on projects like this there always is a crunch time towards the end because uh you know inspections are going on and you have to leave the ceilings out in order for the inspectors to be able to see what's going on above ceiling like mechanical piping, the duct work, electrical connections, things like that. So those are things that you can't see and let with until you without leaving the ceiling out, you know. So, the last couple weeks or last few days of the project, they're in there throwing ceiling towels up, finishing drywall, uh painting and things like that. Uh so the projects really start to close out quick in those last two weeks. Um so um with that said uh to get on to

079the list of uh that was provided to me by JRC Mechanical U. I've pulled together a project status report. Um pretty generic, but I think it'll it'll help everybody understand exactly where we're going. Um so JRC's mechanical systems uh above ceiling inspections have already commenced. Um the engineers our our engineers that we have hired uh will be doing above ceiling inspections next week uh hopefully next week. Um the ceiling grid in area A which is the administrative area, the cafeteria, the gym, >> gym and all that. Uh the ceiling grid in those areas will begin uh installation. Um and they've already in begin installation and they're also >> completed the ceiling grid installation in area C. Again, the tiles can't go in until inspections are complete. Um a big push is happening throughout the project

080with ceiling grid and um and insulation. Um initial cleaning has begun in areas C and A. Again, US area C is a a grade house. That's the first grade house you see in the building when you approach the school. Um area A is again the the administrative and uh office area. gas piping uh to the boiler that was completed uh that will be completed by this weekend and ready for startup next week. The cooling tower piping is completed. Uh controls and power and heat trace still needs to be uh completed on that unit, but it will be ready for startup again next week. Um, all VAVS, uh, there's our variable air volume control units that are in the ceiling that allow the teachers to control the temperatures in the space and so on. Um, those

081are being piped in. Uh, the electrical work is completed for these units and the control work is still outstanding. So, there's still a little bit of work to do on those. the fan coil units. Um those are like the little individual ceiling mounted uh HVAC systems in the spaces. Uh those are mostly complete. Uh they're finishing up condensate drains uh routing those to the outside of the building. Uh but all all power and controls are connected. On August 11th, we will commence uh the chemical flush of the system. uh the initial filling of the HVAC system will begin. Uh and this will consist of adding like a detergent to clean the entire mechanical system, all the pipes, everything of welding debris, anything else that may have been in the system. Um they'll flush it, they'll

082bleed it, and and of all air and anything else that might be in the system. Uh this must happen before we start up the pumps or any other systems. Again, another item on August 11th, uh, casework will begin to be reinstalled in all the classroom wings. Um, August 11th, commissioning meeting will start up. And this is this is Monday, actually, this coming Monday, I believe, August 11th. So, commissioning meeting will start u with startup texts, Thompson Engineers, and the owner's rep. On Tuesday, August 12th, uh, startup of the cooling tower and the boilers will commence. and old rooftop condenser will be de demoed on August 13th and the new rooftop condenser will be set on August 14th. Um, as you can see, a lot of this is happening next week and it's going to be

083a big week for sure for the project. Um once we have the pumps, the boilers, and the cooling towers started up and complete uh the required flushes, uh they'll be turning on more and more equipment as the engineers complete their inspections, so air will start to flow. Um any temporary cooling that is ever needed on the project, if if anything can't be completed for one reason or another, shipment uh gets derailed or something like that, the contractor will pay for that. and install that temporary cooling on their dime. They know that. They know they're well aware of that and they already have means and methods in place just in case that happens. Um, we are working with the contractor to start allowing teachers to move in in certain areas of the building on August 20th,

084which is six days ahead of our substantial completion date. And we will kind of allow that to happen one area at a time. All right. And just want to point out a couple of things that Mr. Gossid u stated uh that are very crucial to the project. Uh no matter what occurs because anything can occur at this time with uh as he stated mechanical devices being laid or different things of that nature. We are already guaranteed that if that does happen, if that does occur, u units from the outside, additional units will be brought in at no cost. GRC will pick up the bill on that. So school will be will start on time. So that is uh crucial to uh the status as it is right now. Um Brian, could you pull up that

085picture? We start talking about 820. All right. So this is Mr. Brennan, the principal, the uh POC and uh Dr. SJ uh over at the school today and we went over for a visit and we got opportunity to talk what Mr. Gossip was pinpointing on 820. Right now, the plan is to start um moving teachers in in smaller groups. Mr. Bernard has a full laid out schedule of how he's going to do this and he's going to break it down and send that information out to the teachers. So, he will he will head this up and he will ensure that the teachers can get in a little earlier just based on the fact that they have a little bit more to do than just the uh regular teacher coming in later. They have to move

086their whole classroom and put everything back together. we really want to all lot them the time to be able to do that in a comfortable setting. So, we're going to try to start that on the 20th so that uh the details of that will be sent out to the teachers through Mr. Brennan. I want to pinpoint that. Are there any questions on the status as we stand at this is another picture of Mr. Brennan as he's getting detailed into the HVAC systems. >> Sounds like m Mr. Gossit or Gossit? >> Gossip. Sounds like you wear two hats like architecture and project manager. >> Yes, sir. Absolutely. >> Sounds like a lot of moving pieces. So, I think you've already said it. If you finish 26 August, that gives you three weekdays and then Labor Day

087weekend. >> Yes, it does. >> Um, yep. Are we >> ABM going to be able to accommodate all the cleaning? Yes. Or is the contractor doing that? >> One thing that uh what Mr. Gossson pointed out was that uh he pointed out it was grid work and seal and towels. At this time substantial piping has already been completed and we're moving forward. What uh what's going on now is the grid work the cleanup as you just stated. So our uh JRC has a crew to come in and clean up and we're working with ABM to come in right behind us at the same time almost working through that process. Uh there are several classrooms in the A-wing aka the chorus room and the band room that already completed and u ABM Mr. Eric Smith is

088here tonight but uh ABM will be moving there this weekend. They will actually start the cleaning process and the waxing process on those areas this weekend. So we're moving right along as soon as the classroom comes available. It's going to be cleaned and and moving forward. So but it will be 24-hour operations for the remainder of the um for the remainder of the time period. And the contractor is aware that, you know, after we're doing some initial cleaning now, trying to just get ahead of the game, uh, but we will have to go back in and install some ceiling tiles. So, there's going to be a little dust and dirt still generated um with really small construction process, but um, you know, they'll they'll be coming back and doing that again. So, it's not they're

089not going to just do this final cleaning right now and walk away. they know before they walk away from that job it will be clean like all of it. >> And Mr. Chair, if I could just piggyback off of something that you stated that RRMM that Mr. Gossi does. You stated that he wears two hats. Not only is he the AR architect of the project, but he's actually day-to-day operations. And um we had a small discussion last month concerning some of the things that RMM does um do. And with that said, stuff like the FCUs, the AHUS, and different things of that nature, I uh do not have any idea if this being installed correctly, but he does. And that's why we lean on the experts in those areas to make sure that everything is

090uh being properly performed. So, I just want to piggyback on that from a conversation from last month. >> Sounds Sounds like good stuff. It'll make for an interesting open house for Mr. Brennan, >> there are there are discussions underway right now. Mr. I don't want to tell all the secrets. You get >> sure there are. >> Is it all late? >> Mr. Chair, may I ask since we have you here, Mr. Gosset, is there way it sounds like the the things that are being somewhat delayed is the cleanup. is is that so it seems as if the installation of the HVAC unit or units that that's been that's happening and that's occurring and that's >> there are no problems with that. >> Correct. Yeah. All of the big units uh the equipment um you know

091units in the ceilings, units on the floor near the windows um the big air handling units uh the cooling tower, the boilers, all of that has been installed. the all the new pipes have been ran. Every old pipe in the building has been demolished and removed. So, um and I think they I think they completed all the welding uh last week of all the pipe. So, it's uh they're just insulating it now. All the big work is done. It's it when I I say cleanup, I would say like uh you know the small cleanup type construction work. Uh painting, touching up the paint, finishing the drywall, >> floors. >> Yeah, the floors, installing t I think a lot of the floor tiles been installed now. Uh there's going to be some carpet um touchups and

092and repairs, things like that. But uh all the big stuff has been done. >> That is great to hear and I'm sure the board is pleased to hear that as well. Is there a way for us to expedite that clean up? I I think you alluded to it, Mr. Chair, and the 26 is pretty tight as we go into a a holiday weekend and our teachers and students will be back on that that Tuesday um September 2nd. So, is there I I don't want to put you on the spot, although I am I don't want to, but I I am. Um is there a way for us to hopefully move that timeline up just a bit? Um, >> you can nod. >> Um, yeah, I had a long conversation with JRC Mechanical today. Um, they

093are well aware of the constraints we are dealing with with that substantial completion date. Um, and keep in mind that that August 26th is substantial completion. It's not final. It's not going to be final completion. So, uh, when I say substantial, they can they can take occupancy of the building. students can come back uh when they got to come back. Uh but there's going to be uh tab reports which is uh where they they analyze the system and make sure each component is operating the way it needs to operate and not throwing off water down the lines uh in in a different gradehouse wing of the building. And there's commissioning that needs to be done to to make sure that temperature sets points are are solid and where they need to be. Um, I'm going

094to be walking through the building and like evaluating all the finishes and the the ceiling tile and all the stuff that you can see. So, there's still work that needs to be done after se after after se August 26th. >> Uh, but the 20th I'm that when I said I was nervous, I'm nervous that they'll be able to have people in there on the 20th, but they're assuring me that they are going to be able to do that. if uh if they can allow people to go in the building each day after the 20th, maybe open up a different wing or a different set of classrooms, >> right? >> I'd be really happy with that. Uh but but I don't think that they're going to be able to comp substantially complete the project before the

09526th without a miracle. >> And once again, we're talking about the cleanup and sealing towels. I don't want anyone to get confused that the pipes, the boilers, the units are not installed. Everything being installed, we're talking about the cleanup once again, >> the cleanup. >> And on Monday, um they'll start flushing those systems. And then when that once that happens, uh you know, they'll they'll be able to tighten up any any leaks that they might see before tiles are dropped, of course. Um you know, they'll they'll be able to start commissioning that day. like not commissioning, but they'll do a precon commissioning uh meeting. So, after Monday, things will start moving real quick, >> right? >> And they're telling me that they'll start dropping tile as soon as we give them uh inspection and pro

096approvals. And when he says dropping towel, what he means is all grid lines in, all lights installed, reinstalled, I should say, uh, electricity hooked up and dropping towels mean now ABM can come in, wax the floor, classroom is finished. So when they start dropping towels, it's it's over. And in some rooms in wing C, they're already dropping towels. >> Thank you, Mr. Gossip. Um, certainly our concern is giving our teachers an opportunity to get into their rooms to set up before students. >> Yes, sir. Absolutely. >> But thank you very much for your presentation. >> Yes, sir. Thank you. >> Are there any other questions? >> The first thing you said was that we're looking like we're coming in under budget, but you didn't say it very loud. >> Won't you say that again for

097us, sir? >> It came in well under budget. $1.6 million below budget. it came in, but there are change orders, but there are change orders to to complete the project, but it did come in under budget >> and um and we're looking we're looking well, but yeah, >> there are change orders that need to be completed. Anything can occur between now and completion date. I just want to throw that out there. >> Yep. When it's all said and done, I'm sure our friends at the county will be >> very happy to hear that. >> That is correct. >> Yes, sir. >> Anything else? >> All right. Appreciate you, gentlemen. >> Thank you all. Appreciate you. >> Rock and roll. >> Mr. Barry, good evening. So, for the f our the end of our first month

098of the new fiscal year, um there's nothing to report out of the ordinary, which I'm always pleased to tell you. Um you might have noticed I did not include a grant report. Uh one that was due to timing, you know, with the month just ending last last Friday, and also to just still working on trying to get the year-end numbers for for the grant balances that are rolling forward. The school activity audit is underway. Auditors were at the schools yesterday, today, and then they finish up next week. Um I do not have um information on fiscal year 25 yet. We are still waiting for the final sales tax number. Um but I'm confident that things are are ending the way that I expect them to. uh very positive year um and you know moving money

099to our health insurance fund. That's really all that I have to report. May I answer any questions? >> All right. First full month in a new fiscal year. >> Okay. Thank you. >> Thank you, ma'am. >> Thank you. >> All right. We already did 142. Or did we? No. >> No, we did. >> No, sir. >> We did. Oh, so 142's ops update, sir. >> Not this one. Um, Bri, there we go. Board, we're going to go through a back to school readiness checklist as we stand at this time. And I'm going to while I go over the facilities portion in next slide. Uh just four areas I'm going to go over and make sure that you're updated on where we stand at. There were some questions from community members and board members concerning this.

100So I just want to make sure that we're well aware. First I want to go over facilities. And to join me today, I have uh two individuals that's going to come to the front with me. Mr. Eric Smith and uh Mr. Uh, Levert Graham with Pope, I apologize. Pope. All right. These two gentlemen um work for ABM. Um, Mr. Pope is the grounds manager and, uh, Mr. Eric Smith is the overall overall coordinator for ABM at the site. So, first I'm going go through grounds. I mean, go through the facilities and then we're going to just make sure that we're all aware, we're all on the same page of what has been transpiring in the division, but at the same time, just give the board because I know the board has been hearing community members,

101talk to them, give you an opportunity to hear directly from uh Mr. Smith and Mr. Pope exactly what's going on. And >> excuse me for interrupting you, Dr. Co. Just want to make certain that those who do not know who ABM >> who they are, would you share with them that they're the contractor and what they are obligated to take care of or responsible for? >> ABM is the overall contractor for custodial grounds and uh custodial grounds and maintenance for Alawite County Schools. Uh uh this is the second this is the third year of the contract. Uh before then we was with another comm company also we're going to go unname. So just for the public to know ABM is the overall contractor that we use for grounds maintenance and custodial services. All right. So

102just uh overall the facilities across the division are progressing well and I expect to be ready for the start of school. The uh main thing that uh maintenance is focused on right now is ensuring that the schools are ready to go. At Windsor High School that uh there are HVAC repairs still going on. A failed bearing in the cooling tower was repaired on August 4th. So, we felt that we can get Windsor High School back up and running on August 4th when a bearing had failed and we replaced it. However, a cracked fan blade was discovered. Uh based on current shipping times, the new part is expected to arrive on August 15th. August 15th, repairs will be completed promptly after. So, everything was fixed at Windsor Hasco and then the vendor found that one of

103the blades in the fan were cracked. So now we have to get a new blade for that. All right. Now, in response to there's been a lot of conversations concerning the grounds and what's going on uh with the ABM and uh just what's going on in general. Now, in response to the continued turnover that ABM was experiencing the ground servicing staffing, uh, and the resulting decline in grounds maintenance across all nine school campuses, the division will be supplementing grounds maintenance services for the remainder of the year. With that said, Mr. Smith, can you go into more detail about uh what's what we're going to do here for >> Dr. Kramer? Um, we have decided to supplement our services through Schultz Landscaping and Grounds Maintenance. They will be taking over the rest of the season for

104our normal maintenance of the grounds in terms of cutting, edging, and blowing. Graham and his crew will be doing all our detail work and maintaining our sports fields. Also toward the end of the month, I have Emerson, a company that specializes in sports fields, coming to redo all of our sports fields on both sides of Windsor and the Smithfield side. Um, all of our mulching and interest beautifification will take care will take place next week and all of our playground mulching will do will be done the week after. So, we're just trying to pull everything back together and we've pivoted in another direction to provide the services you're paying for. >> And uh just overall, it was a turnover in personnel for ABM in the grounds team. And when that occurred, uh we fell behind.

105Then it started raining and we fell further behind and fell further behind. And now it's playing catchup. And you already know when it comes to cutting grass during the summer, ketchup is not what you want to be doing. So, uh, proactive, uh, approach that we're taking at this time is to make sure that grounds are covered at no cost to the division. Grounds will be covered and the fields will be covered. I truly want to uh thank all of the community members that's been reaching out that show their care for the facilities at Alawite all over the division from Carlton all the way to Carsville. And uh I just want to thank Mr. Smith, Mr. Pope for coming up with a plan and moving forward to ensure that we get back on schedule. Are there

106any questions for for anything? >> Yeah, a couple people have reached out to me. Um, a a big thing that's been noticed in some of the schools, um, especially if they're parking lots, the have a lot of cracks. There's a lot of grass coming through and that's normally not captured, uh, within a when everything's being mowed. Just wonder if you can take a look at that and see if we can remedy that. >> Yes, we have put that into our plan. While Schultz is moving around doing our normal cutting, Graham and his two guys that he has working with him will be doing that's when I that's part of what we encompass in detail work, taking care of those edges up against the buildings, fence lines, just all the areas that might that go missed

107while they're doing their normal cutting. >> Perfect. Thank you. >> Well, I certainly sympathize with the struggles of keeping quality workers on the payroll. I'm sure you're not the only one experiencing that. Um, so I I applaud you for making your pivot and and >> thank you >> finding a solution and uh the sympathy aside, I'm certain that Dr. Coleman's going to hold you to your requirements. So >> certainly certainly >> I think communication early and often is is key because the parents and members of the towns certainly aren't >> they don't hold back. >> Not even I'm out there every day and they walk right up to me. What are you going to do? >> And and it doesn't help when it rains for a week straight and you got to mow grass every

108two or three days anyway. So, >> the struggle is real. >> Yeah. >> Appreciate you. >> Thank you. >> Next is security and emergency management. Now, full review of all school traffic patterns has been conducted at each site, including one-on-one meetings with not all the school principles. Uh Mr. Brinkley has two more principles to have the one-on-one meeting with. Now, these conversations also serve as opportunities to revisit each school's crisis management plans and protocols as uh Mr. Collague uh leaned toward earlier and review last year's school safety audit. And that's what I was looking for, the school safety audit. Now, items that have been addressed and resolved have now been removed to this year's audit. So, as Mr. Collague was mentioning earlier, we were doing it on a yearly time and I think what Mr.

109Collague is asking, can we do it more on a weekly to bi-weekly? And that's something we can look at at the division crisis team and >> and and what I was saying is more informally too. Doesn't have to be super formal. >> Doesn't have Yes, sir. Now, additionally, we are pleased to share that our lead security uh Mr. Brinkley has completed a certification as a behavior threat assessment management instructor. Now, this will allow uh him to have the credential to train all staff to DCJS standards. So uh one thing that Miss Perkins had pointed out earlier was what training can we do in-house and u this is one of those trainings that now we can bring back home. We have a trainer inhouse that can do the training for DCJS. Child nutrition department is entering

1102526 school year uh with a strong focus. Now Miss Ellen Couch has spent the summer participating in a range of professional development activities. Now, uh we are pleased to welcome a new child nutrition technician who has been very instrumental in taking over this summer. Uh throughout the summer, uh we're doing a uh going away from a two week cycle with menus to a four-week cycle. Doesn't sound like a big difference. It's a huge difference and we will see a cost savings from that hugely. Um next, the team members will attend state level training sessions provided by of course the VDOE on scratch cooking. Uh that's a term that you're going to hear over and over again. Uh scratch cooking, scratch cooking, scratch cooking. It's the way that um everything is headed now. It's, you know,

111that's just what's going on now. >> Scratch cooking. Going back to >> like grandma used to do. >> Absolutely. >> Going back to >> uh the cooks in the kitchen actually cooking instead of taking it off the truck, just putting it in the stove and serving it to the kids. It's called uh the BDOE is called the scratch cooking. So you're going to hear a lot about that. So, it's a lot of training going on this summer to get all the cooks and the office staff ready for that. >> So, Doc, you went up to Richmond a few months back with the governor when he signed his order about removing red dyes and whatnot. >> Yes. >> Are we on track to uh >> Yes. Yes, sir. >> get all that stuff out. >> I

112believe I can look at it, but I think that is already in effect. Removing the red dyes out of the um the food. It was two different dyes. I can't remember the other one, but it was red dye. Another one. Yes, sir. Believe that it's already in effect. It's outstanding. >> Yes. And not only are we doing it, but the co-ops and the surrounding divisions are doing it also. >> Lastly, the transportation department is actively finalizing schedules and routes for the upcoming school year. So, you're going to hear a little bit more about that. Uh finalized route information will be shared with school principles no later than August 25th. Um >> so, you got your bus bus tracker today. >> The bus tracker. Yes, sir. >> Is that ready to rock and roll? >> Uh

113yes. I have to talk touch base with Mr. Fe on what school are we going to pallet another school or are we really going to roll out for a full division but I can have more information on that for you uh by next next meeting but I know we did the pallet and we already performed the pallet in Carsville and everything was successful. Um one thing I have to find out is how much parent input uh did we draw from that? Was it a lot or was it just a little bit? So, it's still some um some data I need to draw from that to find out how popular was this initiative. >> It'll be interesting to see that >> all dry runs have been scheduled and will be completed and signed off. One >>

114Dr. Coleman, one moment. We have a question. Yes, sir. >> Yeah. Uh Dr. Coleman, how are we looking at with uh how are we looking with bus drivers? I know we're short, but how short are we? >> Oh, well, the >> actually Mrs. Sullivan, can you address that? Um would you repeat your question for Mrs. Sullivan? >> Uh Miss Sullivan uh how uh how are we looking with bus drivers? Uh how many are we short? >> Um we aren't actually. Um based on what Mr. Fica shared with me. I mean it's based on definitely the routes. And so as because he's finalizing the routes, he then identifies the number of bus drivers he needs. Um but he's confident that the bus drivers he has will be able to pick up the routes that he has.

115Um, so we had an influx of uh CDL licensed drivers that applied this summer. Um, and in addition to that, we also had um he had several trained uh that are still finishing up their um certifications to be able to drive students on the first day of school, but should be able to do accomplish that before the start. >> Okay, that is good news because I've gotten well last year I got so many phone calls and text messages saying their kids were getting home uh late. uh or you know all kinds of things were happening. So I'm sure the parents are going to be happy that uh we have bus drivers. >> Yes, sir. >> Thank you. >> All right. >> Thank you, Mr. Sullivan. >> And of course, the drive one run schedule will

116be completed and signed off uh one week prior to first day of school accordance with uh policy EAB. Um lastly, I think uh Miss Sullivan has already uh dove into this. Division currently maintains a fleet of 72 buses. I know I'm asked about how many buses do we have and of these 68 will be fully operational to for daily service on the first day of school. The four buses that are held back are spare units. So, uh some of the spare units are a little down right now. That's why we're not 100%. But I know that the question will be asked, how many buses are up ready to go? Um the department has um successfully, as Miss Selman pointed out, onboarded five new bus drivers, but um she's already given you the the data on

117that. Uh Mr. Fe would also like to extend his gratitude to the superintendent, the school board, and members of the community, uh especially Miss Tiffany Parker, her husband, and Hardy Elementary School PTA for their unwavering support. Uh these are the groups that went to the school board and to the board of supervisors and asked for the increases in funding to the transportation maintenance budget. Um these significant operational improvements would not have been possible without those without those individuals really really going up and supporting transportation. So he really wanted me to make sure I pinpoint that. That is it. If there's no questions >> and and may I just add Mr. Chair and Dr. before you leave today. Uh I think it's important to mention that the additional buses uh we received uh the additional buses

118this year. So remember we had some serious issues last year with not having enough buses and buses often being broken. Uh so having received those additional buses I'm sure uh has helped. Um and we have five more in the budget for 206. So, we'll have five more but buses that will that have already been purchased and uh hopefully next spring we'll get those additional buses. Am I correct? >> That is correct. Yes, sir. >> All right. Thank you. >> Don't go nowhere. I think you're still up. >> CIP, is that you? >> That is me and Miss Briggs and Mrs. Briggs. And Miss Briggs. >> Miss Briggs is up first. Good evening. Um, we created a survey for the community to get input on uh, capital improvement projects to find out the prioritization that they

119had for some of the items we know we need to be looking at. We wanted to hear from the community to see how they would prioritize them. So, Dr. Coleman, uh, we conducted the survey between July 22nd and 28. We had over 500 participants. I already spoke to the purpose of the survey. Uh, the next slide's going to show you the the results, and I know it's a little busy and hard to read. The highest priority received a one. So the shorter bars are which I high I made red are the highest priorities. It's a little counterintuitive but I did list them in order of priority to the right and for the top five gave them the ranking. So you can see Westside was a runaway winner on the survey. HVAC came in second. Very

120important traffic, renovating Smithl High and expanding CTE spaces and a lot of the um feedback we got focused on um infrastructure and that sort of is expressed there. So you can see the remainder uh the the items the next items which are in yellow on the chart are listed uh listed there and then the final three were blue. So we did have an open-ended opportunity open-ended questions so that uh participants could explain their ratings or add additional information. So here's just some summary a summary of a few of the items that we got. So Dr. Coleman >> Miss before you move. >> Yes sir. What are the numbers on the bottom? The the one they're chronological across the bottom. >> Oh, that's um that's that's just their um that's just the order they came out

121in the graph. Sorry about that. >> So, the numbers have no meaning for question. >> No, sir. >> No. No. Got it. >> Um I'm not as savvy as Excel charts as uh Miss Colleen Loud, so that was an oversight on my part. Sorry about that. Uh so some of the open-ended responses that we received, Dr. Coleman, if you go on to the next slide, we did hear their concerns with traffic and safety. We saw that at multiple places. We heard as well Carsville Elementary and concerns with drop off pickup at our locations, the suggested improvements, not just for Carsville, but across the board. just looking at ways we can um reduce traffic that's out on the main highways and um providing more space I think to have vehicles on property versus overflowing onto the

122roadways. Additional security upgrades we heard from Cole tonight about weapons detection that came up. Vestibules and uh just general calls for Titan security. New bus garage came in. uh we did state at the beginning of the survey that that had been approved. So some of the comments we got were actually things that are in the works but we wanted to reflect them as well. So we did hear about transportation possible reusing uh older facilities. Dr. Coleman um the infrastructure once again especially with HBAC tied into the impact HBAC failures will have on facilities. So facility maintenance and upgrade including bathrooms um and structural issues and making sure that items that affect the infrastructure are really a high priority. We did see some things that discussed academic and program expansion. So you can see some specialized

123programs expanding opportunities in the specialized programs. uh even some staffing concerns and um culture concerns uh behavioral concerns at schools, even arts and athletics. We we got a call for bleachers for Smithville Middle School's gymnasium because there are no bleachers in the Smithville Middle School gym. Uh band rooms, middle school sports, that seems to come up frequently. and other suggestions, better teacher pay and free reduced lunch expansion. So, we wanted to make sure that we highlighted all of those for you. Um, but we felt like it was for a summer survey, 500 responses was not too bad. And we got even though we didn't ask them to identify their relationship to Alawite County Schools, some of the comments indicated the person was a student or a parent or an employee. So, they offered that up

124in their comments. So, it seemed like it was a good cross-section um from throughout the county. >> And the last Cole, did you fill out the survey? >> I did. >> Not surprised. Good. >> I think I recognized your comment. It sounded like you. >> And the last time that the we did we performed the survey when we did the CIP, it came in extremely handy with the uh community with the community insight. and you will see these items that Miss Briggs just covered. Those first five, you will see it again in the division priorities. Uh so just listed all the division priorities. Now these division priorities are not listed in order just like we did last time of taking everything. We're going to put it on a sheet after we uh go through it

125and screen it a little bit more and we will give those to the board to the school board so that the school board has an opportunity to sit back, relax, digest all of it and then rank them at this time. Um they're not in order. So just to go over a couple of go right ahead sir >> so that I understand what I'm looking at here. When you say lifespan just use the first one. Parking lot repairs 100k five years. Is that does that tell me that if you fixed him today, it's good for five years? >> You're supposed to um get go over them and ensure that you uh what's the terminology? >> Make sure you reseal the parking lots about every five to seven years. That's what you're supposed to do. A lot

126of our schools, we do that maybe every 12 to 15 years. So, so for uh any one of these roof replacement, you're saying that's a 30-year roof. If I fix >> roof replacement is a 30-year fix just because the average school is going to be 30 years old before you do a renovation or before you perform anything of that nature. So, it's 30 years >> and I don't want to get ahead of you. I'll just let you finish. >> Oh, no. Those are great question. for like the Smithfield roof replacements 30 years. It's already been on there for some period of time. >> So when's it due? >> It is due. >> I don't need an answer right now, but that's I I think that's going to be a part of the conversation. >> Right.

127Right. And and that's something that you seen in the community the uh community survey someone or several individuals listed Westside's roof. Westside Roof is beyond due. uh right >> but uh you're going to find things of that nature that you know as a school system we have to prioritize of yes it is coming up but which one is >> but I guess I guess my point is like some of these things they're already in place it's not something new it's oh no sir an upgrade or repair something that's going to wear out so as as the board moves forward with trying to figure out what goes on the SIP >> Yes sir >> I think the life expectancy and how much of that life expectancy remains is going to be a part of Yes, sir.

128And that can be uh that can definitely be updated to to reflect the exact information that you're stating, but these are overall all of the requests for infrastructure this upcoming year. So, you have time to look through that. >> So, some of these were proposed last year or the year before. Like parking lots has come up a couple times. >> Parking lots will come up every single year. Every single year parking lots will come up. uh lights on the uh baseball field, softball field will come up. The disaster recovery generator will always come up. So, some of the things of that nature will come up. >> Are there items on here? I know you've got a list. I forget what you call that list that already identifies how long something's supposed to last. I know

129Mr. Kak mentioned it a time or two. >> Absolutely. There are a couple of items on here for that. Oh, the let me see what you replace. >> For example, in 10 years from now, is there something that you know already that we need to replace? >> Yes, sir. >> For example, uh the solar panels on Windsor Elementary, >> right? >> I don't know how many years those are good for, but that's something we need to plan for. >> Right. We do have an asset asset control list for >> we actually Dr. Coleman and I had that conversation about a week, maybe two weeks ago, and that's something that he's going to be working on. across the board for all the highriced items. >> I think that's life cycle. >> Isn't that a part of

130ABM's? >> It is contract. It is. It is a part of our uh strategic plan also. So, yes, we have that information available also. Really through that information is how we focus on the boilers, the chillers, and knowing what time and what dates we need to replace those items. But it does cover every item in Alawawaii County. >> All right. And lastly, this is the school board requested additions. Um, there was several conversations concerning technology, technology items and can we actually put those on the CIP also and the idea was played around with. What I wanted to do is present you with the information and if it can be added to the CIP, that's great. If not, then we will go back to the normal request. But that is the information that was requested. some

131of the discussions and it I'm sure it involved all of us up here at some point in the other but like the Prometheium boards rather than arguing and fighting for them on the budget every year put it as capital because we know it's a reoccurring cost. think that was the idea, the technology stuff, >> right? >> And get back to your earlier comment. I I think uh I made a comment or somebody made a comment that if we've got 70 Prometheium boards we need and they're good to last about seven years a piece, we buy 10 each year and just consistently, right? >> And we'll do that with pretty much everything. >> Absolutely. >> I think Maybe we should have started off with this, but I I think I'm I have no doubt there's people

132watching right now, and I think it's important to kind of explain how we got here tonight. And help me talk through this, gentlemen, if you would. Uh the board of supervisors is actively working to update their county comprehensive plan. Uh, and as I understand it, they're also working diligently to update the county's CIP. We are a big part of that. Historically, the schools have done a CIP November. >> November. Yeah. October, if >> I recall. >> So, obviously, we're not there yet. We're early and we're doing this now upon the request of members of the board of supervisors. >> That is correct. Um and and really it all kind of ties hand inand with what we're getting from Tishler Vice. >> Yes. >> We're planning school school capacities. We're trying to figure out when we

133need to build new schools. Uh what's the status of our schools? Are they full? How much room do we have in them? And what are our capital needs? Uh and the hope from at least a couple of the members of the supervisors is that we present this. When I say we, what I really mean is you folks present this to the board of supervisors on the 21st. Um I I don't It'll be preliminary and we're going to talk about this. I know Mr. Collic wants to get in on this one. It'll be something preliminary. Certainly won't be a final product from the school board. Uh I'm pretty sure the board of supervisors understands that. Um, but in the words of Supervisor Roundtree, uh, the SIP is a wish list. It's a plan and things are

134going to change. Um, Dr. Kramer and I had a talk earlier today about what was the example we talked about was the uh, uh, band room in in Smithfield High School. That wasn't this board's number one priority, but it ended up getting approved because the county was able to fund it with different lines of funding. So, I think the spirit and intent of this CIP is for this board to present a plan or a wish list of sorts to the county so that they can include it in theirs and start looking towards the future. I think we've all learned painfully so that historically we've been reactive. I think today we should all be very proud that we're being proactive. Uh we've Carolton HVAC is a huge accomplishment. Uh we've got movement on the garage facility.

135I could go on and on. I know you're going to talk about this later, but I guess my question tonight and just have a discussion with you gentlemen is how do we move forward tonight in preparation for August 21st? And before you answer that, I can tell you that uh county administrator upon direction of uh supervisor Roundtree is already scheduling not just other departments in the county to present their CIP but at least a preliminary from us. And for that I just open it up to you guys. I I think you know coming out tonight and saying you know in two weeks we want you know preliminary wish list is is really not the right way to go. Um good thing is we talk about this uh each year we know what's you know we

136know a lot of what we need. Um, but I I think we need to be more deliberate um to make sure that we've got things that we absolutely know we've got to have that we need. I don't want to give a big list, you know, of 30 things. They can fund five and they fund our bottom five. Okay. So, I I I would be very hesitant to um to go over there on the 21st and say these are our needs right now. I I think I think we need to deliberate on this a little bit more. Um I don't know how much deliberation Dr. Kramer and the staff has had over this. Um but as a board, we definitely need to look at it and talk with the staff, talk with Dr. Kramer uh to

137figure out what what we need, what our biggest priorities are going to be in a prioritized list that's defendable. Well, I agree with Mr. Collic. I I don't believe we should rush this. Um, we definitely need to sit down as a whole, the staff, all of the school board members, uh, and, you know, be on the same sheet of music, saying that we have to do this by the 21st of this month, two weeks from now, that doesn't give us enough time. Uh, I I know the board of supervisors has put that target out there. It's just uh I don't think we're gonna we're gonna hit it. And I I do not want to give them something like Mr. Collague said. We give them 20 or 30 different items and they take they pick our

138bottom five. That's not the way to do it. We We need to take our time, do it right, uh be able to justify anything we're saying, and uh go from there. If it if it's going to take longer, which I I know it will, uh we need to request more time. That's I mean that's the bottom line. >> Dr. Kramer. >> Thank you, Mr. Chair. I concur with you, gentlemen. I think we certainly need to find time to have a conversation with you, our board. We will take our directions from you all. I think we have a nice process that we have followed in the past, albeit a different timeline uh later. And I do appreciate the fact that we're getting started earlier, but I think you have given us those priorities and I think

139in fairness to the supervisors, for the most part, they have funded those at least in in the past few years. Um, two weeks is going to be certainly a tight timeline and this is our first draft that we're sharing this evening uh and taking directions from you all. But I absolutely would like to have you, the board, determine what those priorities are in conjunction with our staff regarding what we deem to be the needs of the division. Um, yeah, I I I do agree that two weeks will be tight. Uh I am in conversation with uh County Administrator Robertson uh regarding a joint meeting and what that might look like. Uh but absolutely in agreement with you all. We're going to take our directions from you, the board, in terms of when, where, and what

140that final product looks like. >> Would the group up here be willing to entertain any sort of update on the 21st? because we're I believe we're already going to be there for Tishler Bice. Is there anything that we can provide them as an update where we're at and what's our plan perhaps? >> I I think we just let them know what we just said. >> Okay. >> We just we're working on it. You know, we we need some time. Um you know, I'm going to be gone next week. You're going to be gone next week. you know, other people have vacation plans and a lot of business to do. Um, so I think we go in, we let them know that, you know, we're working on it. Um, we have a lot of the data

141we need, but we still need to digest it and prioritize it. >> Okay. I I don't argue with any of that. I welcome the discussion and and the work moving forward. You said something earlier, Mr. colleague about taking our uh we already had a capital list from this year that was prioritized. I'm not sure that all the remaining items are captured. Perhaps they are. >> No, all of those remaining items are not captured. Um they were a little bit lower on the on the I guess you could say on the school board selection. So all of those items were not captured. What you see in front of you is some of those items that were um some of those items were on the list but definitely not all of the the the remainder of those

142items. Right. And um last year if I'm not mistaken or the year before we we did not perform the community survey once again and this year we definitely are about to cons u put all of the community survey with the information that we have. So it's a little different this year than it has been for the last two years. But some of the items are but no sir not all of the items. No sir. >> Okay. >> So we got work to do. That's bottom line. >> Yeah >> we do. Mr. Chair Perps uh you know we can share what we have done. Uh you know thinking about whether this 21st or whatever that date might be. I I do have some ideas in mind and have had some conversations with our staff about what

143that 21st would look like. But again at the end of the day you all will determine what that joint meeting looks like. So, we'll take our directions from you and I'll share uh some of my thoughts regarding what that could look like uh when we get a chance to meet. >> So, if there's are there any specific action items we can make tonight? I think uh one is reviewing our leftover FY26 and 25 capital budget list. I think we need to scrub those. >> Yeah, I think we should pull all them in with everything from the survey. you know, everything that we've got here and and go through them and rep prioritize. >> What else? >> I think they're the big things. Um, >> so it seems like this is a pretty good start. >>

144It is. It's a very good start. Very good start. There's nothing on there I could disagree with. We just don't have a checkbook to write for all everything there. >> That's right. And and in fairness to uh Miss Perkins and Mr. Worster, we want to make sure it's a full >> a full discussion. Everybody gets a good vote. gets to talk through it here >> and we'll make sure Mr. Cunningham gets a chump before he's done. >> Yeah, I figured that. >> Um >> uh so the leftovers if we can run what's what's that list called? The uh uh life cycle. >> Yes, sir. >> The life cycle list. If we could scrub that. >> But that that still has to be developed, doesn't it? >> No, sir. I already have that list. that is

145a maybe 500 600 item list, >> right? >> If we can just narrow it down to large items over 150,000 in division, that can help me get to maybe 15 to 20 items instead of 500 items. >> Perfect. >> Okay. >> And and you guys can correct me if I'm wrong. I think per per state code, the CIP is five years. But the this the supervisors or at least this loose round tree is is indicating she wants to look 10 years out. >> Oh. >> Um and I'll tell you why I support that notion. So I if you're not planning, we're going to end up in the same conundrum we've been in the last two years. So 10 years is a long way out and a lot of things can change over just the course

146of a year. But at least if we look 10 years out and say, "You know what? In eight, nine, 10 years, we're gonna have to re-roof, >> right? >> Whatever." >> If it's documented, when we're gone, the other board can pick up that list and go, "Well, these guys said three years ago that we were going to have to do this." And they can >> give them a benchmark. Nothing else. >> If we've already got, you know, a lot of leg work done with the life cycle chart. >> Yes, sir. >> It won't take much extra time to do that. >> Yeah. Okay. What? Anything else? >> No, I think you gentlemen stated I think the the life cycle um list looking at what's within that 10-year time frame. If if it's something 15 or

14720, perhaps that's not applicable to this given the timeline you presented. But I think you're spot on, Mr. Collic. I think that's going to be um very helpful as we develop this list whether it's within five years, whether it's within 10 years. >> So I think conceptually we know what we need to do. It's just finding the time as Mr. Collick and Mr. Cunningham stated to do that. >> Y >> So on that note, if you reach out to Mr. Robertson and I'll give uh Supervisor Round Tree a call next week when I'm flying down the interstate >> and she'll be a little disappointed, but that's okay. We we want to, as the lady said on the phone this morning, it's better to do it accurately instead of rushed. >> Absolutely. We'll figure it out.

148>> Let's do it. Right. >> Right. And I will certainly per your request reach out to Mr. Robertson. >> Okay. >> Good. >> Yep. >> Yeah. >> What you got, Cole? >> One thing, Mr. Marsh. Um, I do have an idea from a staff member at Windsor High School about laptops. I like to talk with the board when I get some ideas and details together. Uh, that would be soon. Very soon. Okay. >> Within the next week or two. That's fine with you guys. >> You bet. >> All right. Sounds good. All right. I guess that look is for me to continue, sir. >> Yes, sir. >> All right. Very, very good. >> Thank you, uh, Mrs. Briggs and Dr. Coleman. We obviously have work to do. Cole, welcome, Mr. Cole Munford. So, uh, before

149we jump into that, I think we are go back a few slides, Mr. There we go. Actually, there we stop there for a second. So, I want to welcome our new student liaison. you are already hitting the ground running, doing a great job contributing. We appreciate you and as I stated to you earlier, first time I've had a chance to meet you, heard great things about you and you are already living up to uh those high standards. So, welcome and thank you already. >> Thank you, Dr. Kramer. I appreciate >> Absolutely. >> So, good evening, Mr. Chair, members of the board, and the Isa White community. I hope that everyone is enjoying a safe and restful summer. Uh actually, can you still go back one? You are There we go. Let's stop there for a

150second. Let me So, want to make sure that everyone is uh is having a great summer, enjoying the summer, having a restful summer. Uh the superintendent's update is going to be a little less extensive than normal given that uh it is summer nonetheless. Uh we do have some information to share and I want to thank Mr. Elliott who is providing all these great uh visuals for us. So, let's go ahead and get started with that. Mr. Elliot. And starting with the Summer Scholars Academy, students in grades kindergarten through 8th grade recently attended the Iawite County Summer Scholars Academy. Uh, and this was actually funded by the United Way. Um, am I correct, Miss Sketch? All right. I'm I'm correct. Very good. All right. um titled a summer of scientific wonders and students participated in daily

151reading, math and science instruction with a focus on hands-on learning. Um and again thanks to the United Way, students were able to go on weekly field trips related to the science theme. At the end of the program, parents were invited to an end of program showcase where students were able to showcase their work and favorite science investigations. and I had a chance with our staff to visit uh some of the work that was going on and we had several staff members obviously working there. Uh the students were doing a fantastic job and had a chance to be there the evening uh the day the parents were there for a visit. So a wonderful opportunity for our students and again a shout out to uh the United Way for funding uh this initiative. So, thank you

152and thank you students and families uh for bringing your students to participate. Next, the fleet services advanced electrical training. So, you see our gentleman here learning uh the IWCS fleet services technicians have successfully completed the advanced electrical training program through brighter ideas. Uh this year's program challenged technicians to diagnose complex peered design circuits requiring top tier skill patients and precision. The result is that we will have smarter, faster, and more efficient problem solving that keeps our fleet rolling. I applaud our leaders in the fleet services area for their ongoing professional learning and growth. Then again, kudos to those gentlemen for their professional learning and that's really going to help keep our vehicles and our buses uh running and keeping them up to speed as what as to uh what needs to happen as they are

153repairing all of our vehicles in our fleet. So kudos to to those gentlemen uh Mr. Fe and Mr. Sullivan uh specifically. Next, I had a chance to uh and the privilege uh to meet with Delegate Wattsman and other superintendents in Delegate Wattsman's district to discuss relevant topics pertaining to our respective school divisions. Uh he does this at least once or twice a year and this gives us superintendent an opportunity to advocate for our districts uh with our state delegate. So again, thank you Delegate Waxman for that opportunity. I greatly appreciate it. And uh uh they're represented or representatives from I think that's Greensville and Southampton uh along with myself and the delegate. Next, our IWCS summer leadership symposium. All right, there's a lot going on here. So, let me explain and unpack this. The leadership

154leadership symposium brought schools and division leaders together. So we have principles, assistant principles, coordinators, directors, uh our deputy superintendent etc. Uh and you see the theme build building stronger practice through data feedback and clarity. Uh styled with a playful culinary theme, the eventful the event focused on the essential ingredients of strong instructional leadership. Uh the feed acronym FEED feedback, explicit instruction, engagement, and databased decisions guided three days of interact interactive sessions, collaboration, and professional growth. Uh the event reflected our commitment to nourishing leadership practices and supporting continuous improvement across our schools. And I was there in and out uh on all of those days. So, not only were we serious and there was lots of learning taking place as you look up in the upper left corner uh and some of the sessions where it's

155very serious but there was a lot of uh enjoyment and team building going on as well and I think you see top middle I think that is the um Smithfield Middle School team competing um actually who won Mrs. gets >> West Side. They were the overall winners uh for that week. But we had lots of fun. In fact, they are bottom left. Uh that is Westside. Very Natalie attired in there. I forget which costume they had that day, but I think each day they had on a different costume. So again, lots of fun, team building, lots of learning. Uh so huge credit to Mrs. gets and her staff and to our uh professional development uh coordinator, Mrs. Natalie Street. Yes, sir. Mr. Chair, I'm sure you have something to say there, sir. >> What's the

156story with the hot dog hat? >> Uh Mrs. Gets Mrs. Gets. Um is that a part of the theme, right? U feeding. >> Yeah. Uh that's Johnson's bunch. >> That is Mr. Johnson. Yes. Say no more. He was a fork one day. >> He was a fork and his assistant. So, he was a fork. One of his APs was a spoon and the other was a knife. So, um, lots of fun. Everyone had their own slight twist on things, but yes, uh, we give Westside, uh, another prize for best costumes that week as well. Yes, >> that that certainly when you see Mr. Johnson, please let him know that they won. Best costume as well. A new category for us for next year. Mrs. Kent needs to step up. >> CO does need to step

157up. So, >> yes, >> they were dressed up. We don't have pictures. Uh, Mr. Elliot, we're gonna have to include those. That's right. The CO did a pretty good job. I don't think Mr. >> Yes, Dr. Coleman needs to do a better job. I don't think he represented very well. and superintendent's office didn't represent well, but uh overall see y'all did do a nice job. Mr. Elliot has some photos to uh confirm that. So, we we will share those. Next, um as I wrap up here, as I said, we don't have as much as we normally have. We had a visit from the Russian School of Hampton Roads. They visited our agricultural land lab. I didn't know we had a Russian school in Hampton Roads, but we do. Uh so students and parents from the

158Russian School of Hampton Roads recently visited our acclaimed agricultural land lab and during their visit which was I think was it just yesterday Mrs. Gats? I think it was just yesterday they explored various areas of the farm interacted with crops and livestock and got an inside look of how a farm truly runs. Uh the visit offered a unique cross-cultural opport opportunity that inspired curiosity, leadership, and deeper understanding of agriculture. And this really speaks to uh what we have to offer. We get people coming in from across the state and I venture to say even some other states. I think we've had people come in from North Carolina, but people come from near and far to visit our agricultural land lab. It it truly is something that is unique uh in our state and even in

159our region. So uh that's a testament to what we have here in Isa White. So thanks to to those gentlemen and to our staff for uh engaging and uh and entertaining guests as they come to see what we have to offer. So something for you to know there, Cole. I don't think you knew that, did you? >> Yeah. Have you visited the agricultural land lab? I have once. >> You have once. Well, there you go. >> Say once. >> There we go. At least we've had you there. And as I conclude, a quick update on the return to work uh and to school dates. So, Mrs. uh Whitlo is going to hold me to to account here, making certain that we have some accurate dates as I share. So, our new educator orientation for new

160staff members will begin on next week, uh Tuesday, August 12th. That is correct. Right. And for our returning staff, we look forward to seeing all of you on Monday, August 18th. And our divisionwide convocation will be held on Thursday, August 21st. And we've been discussing those dates and I think we've gotten those dates out to you board members. And to our awesome students, Cole, help me get this across to all of your colleagues across the division. The first day of school, young people, is scheduled for Tuesday, September 2nd. I know you're excited and you're ready to come back, right, Cole? >> Mixed emotions. Mixed emotions. >> All right. Well, we'll leave it at that. And with that, Mr. Chair, that concludes my superintendent's update. Again, I hope that everyone continues to enjoy a safe and

161restful and relaxing summer as we enjoy uh the last few weeks of summer. Thank you very much. >> Thanks, Doc. Party's over, Cole. >> Uh, all right, gentlemen. Let's knock this out. 16.1. We've got action on closed session items. >> Okay, Mr. Chair, a motion to approve the personnel report and addendum as presented, a copy of which can be obtained from the school board clerk. >> Second. >> Any discussion? Hearing none, madam clerk. >> Mr. Collic. Yes, >> Mr. Cunningham. >> Yes. >> And Mr. Marsh. >> Yes. Motion passes. 16 two three. >> Two and three. Mr. Collins. >> Two and three are exchange students. Yes. >> Uh should I combine two and three? >> I'd say so. >> Okay. >> Mr. Chair, I move to approve the enrollment of exchange students 2526-01 and 252602

162for the entire 2025 through 2026 school year. >> Second. >> Any discussion? >> Madame clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham. >> Yes. >> And Mr. Marsh? >> Yes. Motion passes and that gives us one, two, three, four, five student matters for action. Okay, I'll wrap those into one. Mr. Chair, I move to approve the recommendation of the superintendent and the student matter EA2526-05. EA2526-06 EA2526-07 EA2526-8 and EA2526-9 >> second any discussion madame clerk >> Mr. Collic >> yes >> Mr. Cunningham >> yes >> and Mr. Marsh. >> Yes. Motion passes. Moving right along. 171. Consent agenda. Agenda. Agenda. >> Mr. Chair, I move to approve the consent agenda as attached and presented. >> Second. >> Gentlemen, if you'd allow me the opportunity to read the donation min uh memo, >> please. Mhm.

163>> We've got two for this month. First team Honda donated $300 for the faculty at Georgie D. Tyler Middle School and Mr. Kent Matthews donated $50 for the faculty at Georgie D. Tyler Middle School. Thank you to our donors. >> Madame Clerk. >> Mr. Collic. >> Yes. >> Mr. Cunningham. >> Yes. >> And Mr. Marsh. >> Yes. Motion passes. [Music] That's takes us to 18.1. We've got four policies for our first read. I see Mrs. Gets or Mrs. Briggs stepped out. Any questions or comments from the board? >> Didn't see anything. >> I do know that Mrs. Briggs has been digging through the policies and she's just recently got the policy packet that we agreed to purchase from the school board members alliance. Um, Mrs. Gats, is there anything in particular you would like to

164draw our attention to? >> No, there aren't major major changes. Um but if there's any questions, I'm happy to try to answer those. >> In addition to that, uh Mr. Chair, Mrs. uh Briggs and I dis had a discussion earlier as well, I don't think that there's anything that um is significant in terms of uh changes, but given that this is a first read, uh certainly there's time for the board to share those thoughts, concerns with us either this evening or uh between now and the next board meeting. and we will certainly make sure that we make those adjustments. >> Probably the most significant one though is um KGD. >> That's new. >> That's based off new law. That's >> correct. And so that's probably the most significant change. >> Yeah. >> I think this

165is all stem from uh parental notification. Bottom line, if a kid goes to school and OD's on drugs, you got to call mom and dad. >> Yeah. And then you have to notify your school community. >> Correct. The fact that that wasn't already a requirement is kind of mind-boggling to me. >> Gentlemen, >> good. >> We're good. Okay, we'll move right along. We got 182. We have one for second read that we get that last month. >> Yep. We gave that one a good look last month. Yeah, I don't have any issues with that. >> Pending any questions or concerns? I'd certainly entertain a motion. >> Okay, Mr. Chair, I move to approve policy JEC as presented. >> A second. >> Discussion. Madame clerk. Mr. Collic. >> Yes. >> Mr. Cunningham. >> Yes. >> And

166Mr. Marsh. >> Yes. Motion passes. Is it? >> Okay, gents. Let's wrap her up. Board comments. What do we got? >> Oh, no. >> What' I miss? >> Oh, I did. I >> Yep. Regulations for information. I apologize. >> Information. It's interesting, Mrs. Gats. I was I was reading through these, I think I remember conversation over the course of last year that certainly uh initiated these adjustments. >> Seems like the conversation happened over the year. Good to go. >> Just for uh satisfy my curiosity, what do you think of the power school? Power school in general. As a parent, I'm not a big fan of power school. >> Oh. Oh. Oh. >> Difficult. >> You think it's kind of difficult to maneuver? Yes. It's not the most user friendly software I've ever been in. >>

167Yeah. Okay. I could see that. Yeah. Um we've used it for a number of years. Um I don't know that there's one that's phenomenal, but it's the one that we've been using for a long time now. All right. Anything, gentlemen? >> Okay, Dr. Kramer, anything you want to add on that? >> I do not, Mr. Chair. I think I've stated it all. I'm hoping that everyone is enjoying their summer and um I stated the dates earlier. I'm looking forward to the return of new teachers, our staff, and our students uh shortly there after Labor Day. >> All right, you gentlemen. Closing comments. I'm good. >> Last chance, Cole. You stuck it up for the full meeting. >> Okay. I don't have anything either. This meeting's adjourned. [Music]